Radiology Rota Co-OrdinatorNHS

Job summary

Job summary

An exciting opportunity has arisen for an experienced individual with excellent computer, administrative and communication skills who works well as a member of a team whilst being able to use their own initiative to manage and resolve rota issues. The use of tact and or persuasive skills to ensure service delivery is key.

To act as a point of contact for all the Radiology Rotas. To exercise judgement, participate in the decision-making process to produce safe and effective rotas and to promote and improve effective communication within the teams whilst having the ability to deal with constant interruptions and demands.

The post holder will be responsible for the administration processes to support the management of the radiology staff rotas, ensuring effective, safe staffing levels of radiographers, Clinical Imaging Assistant (CIA) and radiologists 24 hours a day; 7 days a week.

The post holder will proactively identify potential issues and take the necessary action to maintain service provision. The post holder will be expected to work with minimal supervision and to use discretion when dealing with staffing issues. A confident, professional and assertive manner is essential due to the demanding nature of the role.

Main duties of the job

Responsibilities and key result areas to include:

1. Vision, Strategy and Business development

• The post holder will be an integral member of workforce planning and service development ensuring appropriate staffing levels are maintained. They will work closely with modality leads and senior management to identify vacancies and support the recruitment process via TRAC.
• Identifying workforce gaps, acting on planned and unplanned absence to ensure service delivery is maintained and escalated where necessary.
• To be the first point of contact for all Medical Rotas queries. Provide advice and guidance as necessary. Filter calls, correspondence and enquiries in an appropriate professional manner, using judgement and discretion where necessary. Only refer complex matters to relevant team leads.
• Identify and highlight opportunities to make improvements to the clinical rotas that will improve patient experience, support our workforce, and reduce pressure on the services.
• To be responsible for maintaining accurate and up to date rotas for the medical teams. Ensuring established number of staff are working on every shift. This includes correct band/grade are working and appropriate shift leader scheduled to work.
• To be responsible for creating, maintaining, accurate and up to date rotas for the Clinical Imaging Assistant (CIA) teams. Ensuring established number of staff are working on every shift; covering all required scanning rooms accordingly.

Job description

Responsibilities and key result areas to include:

1. Vision, Strategy and Business development

• The post holder will be an integral member of workforce planning and service development ensuring appropriate staffing levels are maintained. They will work closely with modality leads and senior management to identify vacancies and support the recruitment process via TRAC.
• Identifying workforce gaps, acting on planned and unplanned absence to ensure service delivery is maintained and escalated where necessary.
• To be the first point of contact for all Medical Rotas queries. Provide advice and guidance as necessary. Filter calls, correspondence and enquiries in an appropriate professional manner, using judgement and discretion where necessary. Only refer complex matters to relevant team leads.
• Identify and highlight opportunities to make improvements to the clinical rotas that will improve patient experience, support our workforce, and reduce pressure on the services.
• To be responsible for maintaining accurate and up to date rotas for the medical teams. Ensuring established number of staff are working on every shift. This includes correct band/grade are working and appropriate shift leader scheduled to work.
• To be responsible for creating, maintaining, accurate and up to date rotas for the Clinical Imaging Assistant (CIA) teams. Ensuring established number of staff are working on every shift; covering all required scanning rooms accordingly. This includes correct band/grade for different areas as appropriate.
• Ensure shifts are updated on the Healthroster system daily to reflect actual hours worked to support with Payroll.
• To act on own initiative with day-to-day trouble shooting when for example, sickness is reported, or unexpected cancellation of shifts. This may necessitate reassignment of staff according to local guidelines and if necessary, escalate to Service Manager.
• Recording and reporting of sickness absence for clinical staff. Manage sickness line and relay information to the relevant staffing group as necessary.
• Provide reports on rotas as requested.
• Any other business as required by Head of Radiology, Operations Manager, Radiology Assistant Service Manager, Senior Radiology Directorate Administrator, or the Admin Manager.

2. Leadership, Culture and Values and People

• The post holder will be expected to uphold the CARES values and develop working relationships with multi - disciplinary teams.
• Manage the Healthroster to provide an efficient and real time status.
• Provide first-line support to application-level problems and questions.
• To be responsible for all complaints and queries in relation to rota Coordination.

3. Governance, Quality and Performance

• Accurate recording of annual leave and sickness absence is essential to produce a data report for clinical governance and weekly performance meetings.
• Produce regular information/reports. Gather information using both internal resources and local data, produce accurate data and present as requested.
• Liaise with the senior team to support planning and scheduling. Proactively identify potential staffing risks relating to adequate cover.
• Respond to queries in a timely manner.

All staff have a responsibility to report all clinical and non-clinical accidents or incidents promptly and when requested to, co-operate with any investigation undertaken.

4. Communication and Partnership Working

• The post holder will compile / produce a duty roster for all levels of radiographers, radiologists and CIAs ensuring that there is an adequate skill mix and job plans are adhered to.
• The roster will be distributed in a timely manner to maximise efficiency and facilitate service requirements.
• Maintain and update accurate contact numbers for all staff groups and ensure this is uploaded onto the Major Incident Call Out List for the Trust.
• Accept delegation from senior staff, prioritise own workload and ensure effective time management strategies are embedded in own practice.

5. Financial health

• To ensure efficient use of resources
• The post holder will ensure compliance with monitor capped rates including the Pan London rates. They will be expected to produce accurate data for analysis of bank, agency and locum usage to enable the senior management team to reduce agency spend.

This job description may be reviewed in the light of change in service needs and developments. Any changes will be fully discussed with the post-holder.

About us

The Hillingdon Hospitals NHS Foundation Trust is the only acute Hospital in the London Borough of Hillingdon and offers a wide range of services including accident and emergency, inpatient care, day surgery, outpatient clinics and maternity services. The Trust's services at Mount Vernon Hospital include routine day surgery, delivered at a modern treatment centre, a minor injuries unit and outpatient clinics.

The safety and well-being of our patients and of our staff is paramount and we are making urgent improvements to address this - particularly in infection prevention and control. We are making progress and going forward by working in partnership with local GPs, charities,community services, academic partners, our local authority, neighbouring hospitals and the wider North West London Integrated care system, and ensuring that we listen and work in partnership with our local population. We are absolutely focused on ensuring that our hospitalsprovide high quality, safe and compassionate care, while drive forward the building of the new Hillingdon Hospital.

We have over 3,500 members of staff that are proud to care for nearly half a million people, with a vision to be an outstanding provider of healthcare through leading health and academic partnerships, transforming services, to provide the best care where needed.